Senior Executive Assistant & Operations Coordinator

VERTICAL ENTERTAINMENT LLC; Santa Monica (CA); Hybrid; USD 68,000 - 80,000; Full time

Benefits offered by this job

Medical, Dental, and Vision Insurance

Short Term Disability

401(k) plan

Paid Time Off (PTO)

Eligible for annual, discretionary bon

Job summary

Vertical Entertainment is seeking an experienced Executive Assistant to support senior leadership at our Santa Monica office. The role is onsite 4 days a week with Fridays work-from-home, requiring proactive calendar management and discreet handling of sensitive information.

We value highly organized candidates with strong communication skills, familiarity with Google Workspace and Microsoft Office, and comfort using AI tools like Claude to streamline operations.

Qualifications

• Minimum 2 years as an Executive Assistant supporting executives (entertainment industry experience preferred)
• Deeply organized with the ability to manage multiple competing priorities
• Clear, professional written and verbal communication representing leadership well
• Discreet and trustworthy handling of confidential information
• Anticipatory rather than reactive approach to work
• Proficient in Google Workspace and Microsoft Office
• Comfortable with technology and AI tools
• Thrives in a high-volume, deadline-driven environment
• Gets energy from creating an inviting and inclusive team environment
• Bachelor's degree preferred, but experience and track record take precedence
• Candidates must be authorized to work in the United States

Responsibilities

• Own and manage complex, multi-calendar scheduling for senior executives, including internal and meetings and industry events
• Proactively identify and resolve scheduling conflicts; protect executive time from low-priority requests
• Ensure executives are prepared for every meeting (e.g. with participants, technology and agenda)
• Arrange domestic and international travel including flights, hotels, ground transportation
• Build detailed itineraries for film festivals (Sundance, Cannes, AFM, SXSW, Tribeca, Toronto) and industry events
• Anticipate travel logistics issues and maintain contingency plans during time-sensitive trips
• Serve as a professional point of contact for filmmakers, agents, attorneys, platform partners, and exhibitors for Vertical execs
• Handle all internal and external communications with clarity, tact, and confidentiality
• Process and reconcile executive expense reports accurately and on time
• Oversee office operations and facilities, ensuring the space runs smoothly and is well-stocked day to day
• Support other Vertical teams on an as needed project basis
• Plan and execute in-office programming and events such as team meals, holiday gatherings, and spontaneous culture moments
• Assist with onboarding coordination, manage and create team events, volunteer days, and special projects as directed
• Personal support requests as needed

Skills

Excellent communication

Highly organized

Discretion and trustworthiness

Proactive/anticipatory

Team collaboration

Authorized to work in the UnitedStates

Education

Bachelor's degree preferred

Tools

Google Workspace

Microsoft Office

Claude AI tools

Job description

Vertical Entertainment is seeking an experienced Executive Assistant to support senior leadership at our Santa Monica office. The role is onsite 4 days a week with Fridays work-from-home, requiring proactive calendar management and discreet handling of sensitive information.

We value highly organized candidates with strong communication skills, familiarity with Google Workspace and Microsoft Office, and comfort using AI tools like Claude to streamline operations.